Executive Assistant to the COO - Handel and Haydn Society
Boston, MA
About the Job
Handel and Haydn Society | Administration Project Coordinator
Reports to: Vice President of Finance and Administration
Job Summary/Purpose:
The Administration Project Coordinator will provide the Vice President of Finance and Administration, VPFA with project and administrative support. The role is a liaison for the VPFA responding to incoming requests, able to prioritize the need for an immediate response and allocate requests to appropriate person as necessary. This employee will have significant access or exposure to confidential and sensitive information.
Primary Duties and Responsibilities:
- Provide administrative meeting support for the VPFA. Gather materials and/or compile reports and presentations working independently and proactively.
- Coordinate sensitive, confidential projects across the team or organization, and prepare reports at the request of the VPFA, manage confidential projects and deliver timely results.
- Maintain the calendars of the VPFA - organize and schedule meetings and appointments.
- Oversee daily operation of office, track status on ongoing matters and follow up as required.
- Evaluate workflow and reallocate resources or redesign processes to meet office needs and customer service
- Maintains office supplies inventory, order supplies, and ensure operation of office equipment.
- Manage team meetings, projects and communications.
- Handle complex and confidential situations and requests and serve in a highly visible capacity resource for department with candidates, staff, management, and other departments.
- Conduct employment verification when needed
- Provides backup front desk coverage to greet visitors and phone queue
- Responsible for scheduling, coordinating, and screening candidates as part of the hiring process.
- Work with VPFA to make sure all personnel folders are reviewed and maintained.
- Providing support and ad hoc reports from applicant tracking system, ApplicantPro.
- Adhere to rules, regulations, collective bargaining agreements (if applicable) and policies of the H+H including the EEO, anti-discrimination, anti-harassment, and anti-retaliation policies.
- Perform all other duties and projects that may be assigned.
Qualifications:
- A Bachelor's degree from an accredited institution. However, H+H respects every individual's unique journey through life and will welcome personal statements which can deepen our understanding of any candidate's qualifying experiences. An equivalent combination of education and/or experience may satisfy these minimum qualifications. We appreciate all interest in this opportunity and look forward to responding to candidates whose experience most closely aligns with this position description.
- One (1) - two (2) years of experience handling confidential and detailed information in a support function.
- One (1) year of experience working with a senior executive team.
- Demonstrated ability to compile information and data into written and graphic presentations, experience proof reading memos and reports, attention to detail to ensure accuracy.
- Experience in a fast-paced environment with competing priorities, managing projects as assigned and comfortable with managing changing schedules/agenda professionally.
- Demonstrated ability to multitask and managing competing priorities using independent judgment.
- Demonstrated ability to interact and build rapport at all levels of the organization.
- Effective organizational, analytical, confidentiality, quantitative, writing, multi-tasking and time management skills.
- Proficient with the use of MS Office, PowerPoint, Calendaring, and Graphic applications.
- Ability to work occasional nights and weekends.
Source : Handel and Haydn Society